Arlo’s Zoom integration brings Zoom’s premium web conferencing functionality together with Arlo’s purpose-built training management system.
Zoom allows people to connect virtually from anywhere, across any device and this lends itself to running webinars and hosting online training perfectly for training providers. It’s super easy to use and you can get going in minutes.
When using Arlo's Zoom integration, each registrant will receive an individual join URL for their Zoom meeting and once the Zoom meeting ends, attendance is automatically recorded in Arlo.
Once connected to Zoom, you can easily schedule Zoom meetings using Arlo's scheduling tools. Live online courses and sessions scheduled in Arlo are automatically created in Zoom as Zoom meetings.
Arlo registrants will automatically receive individualised join instructions as part of their registration emails, as well as a calendar appointment, reminders, follow-up emails, and surveys (if enabled).
Once the Zoom meeting ends, attendance is automatically recorded in Arlo (for meetings that finish within 1 hour of their end time in Arlo).
- Those who join a session for more than 5 minutes will be marked as Attended.
- Those who do not join the session, or join for less than 5 minutes will be marked as Not attended.
- Zoom attendance data will not overwrite any existing attendance data, if it already exists. You can also manually overwrite attendance data if you need to.
Zoom has a suite of features that allow you to create highly engaging online environments for your registrants to learn.
- Online webinar hosting – obviously this is the big feature and the reason why Zoom is a great webinar tool.
- Breakout rooms – as the presenter you can split people into virtual breakout groups and then go back and forth between them.
- Virtual whiteboards – as a presenter you can share a whiteboard with the attendees and engage with them in that way. You can also allow the attendees to write on the board too.
- Instant message – use the instant messaging feature to engage with attendees. Ask attendees to post their questions on the live chat for later in the webinar or answer them live.
- File transferring – with Zoom you can deliver resources to your attendees such as slide notes or readings.
Arlo recommends that hosts for Zoom meetings have at least a Pro account.
Only licensed (paid) Zoom users can be selected as meeting hosts for events created in Arlo.
- Registrants on the same Zoom meeting (created in Arlo) must have unique email addresses (i.e. two registrants on the same course cannot have the same email address). This is so Zoom can automatically record attendance once the Zoom meeting has ended. If a duplicate registration with the same email address is received in Arlo, the second registration will not receive a working webinar link, and an error will be displayed in your Zoom error log to be resolved.
- In order to ensure the integration works, the Registration: Required setting in Zoom must be enabled and the Security: Require authentication to join setting in Zoom must be disabled on the hosts' accounts.
- In order to prevent registrants from sharing their join links with other people, the Allow attendees to join from multiple devices setting is deactivated. This means that only the first person who uses the join link will be able to access the Zoom meeting. If you choose to activate this setting, please be aware that the links can then be used to give multiple people access to your Zoom meeting.
The following workflows are not supported by Arlo's Zoom integration:
Adding custom registration questions in Zoom
Adding custom registration questions to your Arlo connected Zoom meeting will prevent Arlo from being able to send registrations to Zoom. This is because Arlo does not push the answer to these questions to Zoom. Any custom registration questions should be added to the Arlo registration form.
Editing and removing sessions in Zoom
Editing and removing sessions for your Arlo connected Zoom meetings in Zoom does not update the courses in Arlo and, in some cases, may break your Zoom integration connection with Arlo. All changes to Arlo connected Zoom meetings must be made in Arlo.
Registering hosts onto courses in Arlo
Zoom cannot accept a host as a registrant, so when hosts are added as registrants in Arlo, the links they receive in their course instructions email will not work.
Duplicating email addresses for multiple registrants on the same Zoom meeting
Zoom will only accept unique email addresses for each registrant on a Zoom meeting. Subsequent registrants who use the same email address will receive join links that do not work. The unique email address requirement is so Zoom can automatically record attendance once the Zoom meeting has ended. If a duplicate registration with the same email address is received in Arlo an error will be displayed in your Zoom error log to be resolved.
Registering the same person on the same course multiple times within a 24 hour period
Zoom only allows a person to register the same user for a Zoom Meeting three times within a 24 hour period. Cancelling and re-registering the same person (indicated by email address) on a course multiple days will cause the latter registrations to fail to be synchronised with Zoom.
Your Zoom account can only be connected to one Arlo platform at a time. If you connect to a second platform, the first connection will be disabled.
- In Arlo, open the Settings menu item.
- In the Integrations section, select Zoom.
- Press Connect to Zoom.
- Login to Zoom.
You must connect using a Zoom account with the ability to schedule meetings on behalf of others. Generally, the default Admin role in Zoom grants this level of access. Learn more.
- Press Authorize.
When creating a webinar in Arlo, you can select to run it using Zoom's meeting functionality.
Learn how to create Zoom meetings and registrations in Arlo.
You can transfer registrations, change registrants, or cancel registrations as required.
Learn how to manage registrations in Arlo.
Changes to Zoom meetings can be made within Arlo, e.g. updating the date/time of the meeting. All changes are fed through to Zoom automatically.
Learn how to edit a Zoom meeting in Arlo.
Editing the Zoom meeting in Zoom will not update the details in Arlo, so we recommend only making changes to any Arlo connected meetings within Arlo.
Zoom meetings connected to Arlo can be cancelled in Arlo at any time. Once cancelled in Arlo, they are automatically cancelled in Zoom.
Cancelling a Zoom meeting in Zoom will not cancel it in Arlo, so we recommend only cancelling Zoom meetings connected to Arlo in Arlo.
There is an error log available on the Zoom settings page.
You can access this log in two different ways:
1. Via the Settings menu
- In Arlo, open the Settings menu item.
- In the Integrations section, select Zoom.
2. Via the 'view errors' link in a course detail page:
The error log displays Attendance and Registration synchronisation errors. The Attendance errors will include the course name and link, the course end date, error details, and a 'Retry attendance' button which will run the attendance synchronisation again, if the cause of the error(s) can be resolved. The Registration errors will include the name and email address, the registration date, error details, and a 'Retry registrations' button which will run the registration synchronisation again, if the cause of the error(s) can be resolved. If the errors can't be resolved, they will remain on the log for 14 days after the end date of the associated course.
The following tables include the common error messages that you will see in the error logs and explain how to resolve them:
Registration errors:
| Error message | What the message means | How to resolve the error |
|---|---|---|
| The registration for <contact> is a duplicate email address | In order to be added as a registrant in Zoom, each registrant on a course must have a unique email address (i.e. not matching an existing registrant on the course). The email address that this registrant has used in already being used by other registrant on the same course. |
Note: Swapping the registrant will also work provided that the email address of the new contact does not match the email address of an existing contact on the same course. |
| Processing error: Unable to retrieve Zoom AccessToken from monolith | In order to pass the registrations to Zoom, the Zoom integration must be connected to your platform. |
|
| The Zoom meeting connected to this Arlo event has the "Registrations Required" setting disabled. Enable this setting on the Zoom meeting and retry the synchronisation. | The "Registrations Required" setting is disabled on the Zoom meeting. |
|
| Any other error | It is unlikely that you will be presented with any other error message in the log. In the event that you do see another error message, please contact Arlo Support. |
Attendance errors:
| Error message | What the message means | How to resolve the error |
|---|---|---|
| Failed to update attendance: Meeting was never started | The Zoom host never started the meeting | No resolution |
| Failed to update attendance: The Zoom meeting has been deleted | The Zoom meeting was deleted from the Zoom platform | No resolution |
| Failed to update attendance: The Zoom meeting was unattended | No participants attended the meeting |
|
| Failed to update attendance: Processing Error: Invalid column name 'AttendeeReportRetrievalLockExpiryDatetime'. | Participants have attended the meeting and it has run more than 2 hours over time. | No resolution, attendance will need to be marked manually |
| Failed to update attendance: The Zoom meeting is still in progress | The Zoom meeting is still in progress within the scheduled time. | Wait for the meeting to conclude and attendance to be updated. |
| Any other error | It is unlikely that you will be presented with any other error message in the log. In the event that you do see another error message, please contact Arlo Support. |
If you are having trouble installing Zoom on your computer, refer to Zoom's installation article for more information.
For more information about troubleshooting Zoom in your Arlo platform, visit our Zoom Troubleshooting and FAQs article.
If you want to disconnect your Zoom account from your Arlo platform you can do so by following the process below.
While disconnected, any scheduled Zoom meetings will not be impacted, but any updates you make, e.g. dates/time changes, will not be synchronised with Zoom.
- In Arlo, open the Settings menu item.
- In the Integrations section, select Zoom.
- Press Disconnect.
- In the Disconnect Zoom account pop-up, press Disconnect.
If required, you can uninstall Arlo in your Zoom account. You also have the option to grant or deny permission for Arlo to retain your data.
To uninstall Arlo from your Zoom account:
- Open Zoom.
- Go to Manage.
- Go to Installed Apps.
- Click on Uninstall.
- In the Uninstall pop-up, select whether you grant Arlo consent to retain data, and then press Uninstall.
